General project information
What are the goals of the CSPS Project?
The CSPS Project aims to make the State’s payroll and personnel processes more efficient and productive by introducing new technology and streamlined procedures. We plan to achieve these objectives by automating manual tasks, implementing automated workflows, enhancing transaction validation and reporting, and improving the flow of information.
What is within the CSPS Project scope?
The CSPS Project Scope encompasses six key areas:
- Personnel Administration: Managing employee data, such as personal information, position details, and status.
- Benefits Administration: Handling elective benefits like health, insurance, savings, and flexible spending plans.
- Time Management: Managing employee work schedules, time and leave, FMLA, and leave benefits.
- Payroll Administration: Preparing, calculating, and disbursing payroll, including expenses and deductions.
- Position Control: Managing positions, including establishment, modification, and abolishment.
- Travel and Expense Management Handling travel advances and expense reimbursements.
When will we know the new project timeline?
The project team is actively working to develop a revised timeline. It is anticipated that we will have a timeline to share with you in fall 2023.
Will the rollout of CSPS occur all at once or in phases?
CSPS will likely be rolled out in a phased implementation, but this will be determined once the system integrator is onboard and has completed a master schedule.
Will the new system run concurrently with the old system initially?
The approach to running the old and new systems concurrently, known as "parallel processing," has not been finalized. Typically, during system transitions, there is a phase where both the legacy system and the new system run simultaneously to ensure a backup in case of any issues. However, the decision on this matter is yet to be made as details on the rollout are pending. Once the solution and system integrator (SI) are chosen, we expect ongoing discussions between the SI and the State to determine the best approach. We will keep departments updated as we gather more information.
How are you approaching the next System Integrator procurement/solicitation process to enable success this time around?
The CSPS Project plans to re-purpose as much of the procurement artifacts as possible and take the opportunity to learn from our observations and incorporate feedback presented by vendors who ultimately chose not to participate in this solicitation. Increased participation will most likely improve our chances of success.
Why is the State considering external vendors instead of using in-house IT professionals?
We have extensively staffed the CSPS project with IT professionals, business analysts, and subject matter experts from various agencies. We are not opting for a complete "turnkey" solution; instead, we anticipate ongoing state involvement in planning, design, configuration, testing, and training.
Market research conducted in 2020 revealed that:
- Custom development would be prohibitively expensive due to the scale of the State’s employee base, changing regulations, and the need for advanced technology.
- Commercial payroll systems with years of successful use are available, making building a custom system redundant.
- Custom systems carry a higher risk of errors compared to well-tested commercial solutions.
- Developing a custom system would not leverage innovations available in the commercial market, resulting in an unproven solution unique to the State.
- Choosing an external solution allows the State to share the risks associated with a large enterprise project and ongoing maintenance. Additionally, enhancing the State’s existing systems was not feasible due to resource constraints, slow implementation, and the inability to meet industry standards efficiently.
How will CSPS training be delivered?
Training will prepare users to confidently and accurately use the new system and will include a variety of methods. Training will cover changes to processes and policies as well as solution functions. Your department will provide the delivery schedule as the CSPS product launch approaches.
Are we able to request a demo of the CSPS Solution at this point in the project?
Once we have a chosen solution and have a system integrator onboard, we will have a detailed schedule of when we can provide a demo. The solution vendor may have canned demo videos available for review.
How will Unions be involved, and will they receive training?
Unions have been engaged by CalHR and are receiving frequent communications about the CSPS Project. Training will be provided to all stakeholders as appropriate for their system role.
Personnel and Payroll Information
Will CSPS change how State employees get paid?
Yes, CSPS will change the payment schedule to a biweekly basis for all employees. This adjustment aims to enhance pay accuracy and reduce errors.
Will Retired Annuitants (RAs) change to biweekly pay as well?
Retired Annuitants are a distinct group of employees from retirees. All employees, including retired annuitants, seasonal staff, and others, will transition to a bi-weekly pay schedule. Currently, these employees are paid after everyone else once their timesheets are submitted for the month, typically a week to 10 days after the pay period closes. Moving to a bi-weekly schedule and implementing electronic timesheets should enhance and streamline the current process.
If state employees are shifting to biweekly pay, will retirees receiving pension payments also transition to biweekly pay?
The shift to bi-weekly pay for state employees will not impact retirees receiving pension payments. Similar to Social Security, CalPERS will continue to provide monthly pension payments to retirees. However, for retirement contributions, we will send CalPERS the gross bi-weekly salary of employees along with their hourly rate (or equivalent hourly rate for salaried employees).
Will time reporting encompass the implementation of a standard Timesheet?
Yes, the CSPS Solution Requirements identifies the need for electronic time reporting adhering to all time management business rules.
Will CSPS include the implementation of a standard electronic timesheet?
It is unknown at this time whether departments will fully implement the CSPS Time Management component or continue to utilize their current time management solution. As soon as we are able to share specific information about these potential changes, we will notify all employees.
Will direct deposit be available in the new system?
Yes, direct deposit will be available and is strongly recommended.
Does the new system allow for integration with another HR system that a department is currently using?
Yes, the CSPS Solution Requirements identified the need to interface with external time keeping solutions that are currently in place. The CSPS Project will be reaching out to departments to learn more about systems; please note that the CSPS Project's scope does not include building an interface to every HR system.
Will FI$CAL be replaced by CSPS?
No, FI$Cal is not being replaced by the new solution.
Will Travel & Business Expense pay be included in the master (bi-weekly) warrant instead of a separate check?
Travel and Expense payments will not be included in the bi-weekly payroll. FI$Cal will issue a separate payment for Travel Advance and Expense Reimbursement once it has been processed through the new system.
For Travel & Expense & Reimbursement will there be impacts to CalATERS?
CSPS will replace CalATERS, and travel and expense reimbursement will be part of CSPS functionality.
Will CSPS replace the Non-Uniform State Payroll Systems?
Yes, the existing Non-Uniform State Payroll Systems will be replaced.